Role of Information System in HRM

Question: Discuss about the Role of Information System in HRM. Answer: Introduction Human resources management simply refers to the management of people in organizations. It entails the activities, practices, and policies that all link up to retaining the appropriate number of employees to accomplish the organizations objectives. The three main HRM activities that exist in any business function include; acquiring, maintaining and developing human resources The aim of HRM in any organization is to manage employees input to obtain optimal productivity and effectiveness. Moreover, with the changing business environment globally, Human resource managers will need to be aware that change in technology will not only have an impact on how they manage talent acquisition but also on the productivity of the organization (Shiri, 2012). Human Resource Information System (HRIS) HRIS can be described as an integrated system use to gather, analyze and store information regarding an organizations human resources. In other words, HRIS is a point of intersection between HRM and Information technology. This system allows human resource managers to acquire, store analyze and distribute information in an efficient and friendly manner (Shiri,2012) Relationship Between HRM and HRIS Looking at the literature above, it is evident that HRIS serves as a database that makes it possible to store manage, manipulate, deliver and present data for human resources. As a result, an efficient HRIS must allow for the integration and assimilation of HR policies and procedures with an organizations computer hardware and software applications. For instance, a manufacturing company is planning to run a promotion of their products. The HRM team can, therefore, work on promotion strategy whereby the promotion expenditure is not to exceed 6 percent of the salary. This can be easy for a company where HRIS has been integrated into their system. Only they would need it to program this strategy into the system and thus errors could be flagged within the system when they occur (Enfield, et al, 2011) An integrated HRIS contains a database that can be shared by all human resource functions. This means all human resource activities that form the human resource management can be managed from a central point. Kaplan and Norton (2013) note that integration of information systems into the HRM has simplified the task of going through large amounts of data, especially by the talent acquisition team. The advancement and use of information system have also impacted on payroll processing, and records keeping as firms have moved from manual book keeping to use of databases that can archive large volumes of data which can be retrieved at greater ease. Use of Information Systems in HRM has transformed how this organizations approach issues to deal with employees retention and acquisition, business processes and productivity. Amy (2010), notes that the concept of Human Resource Management System is a powerful tool that organizations can adopt to manipulate the performance and behavior of employees to achieve business success. Moreover there has been a paradigm shift from the use of HRM as a tool to lead the organization to achieve competitive advantage to a body that controls the operations of the entire organization. As a result, the introduction of Information system into HRM has been welcomed by local and international organizations. For instance, a global company like Coca-cola has fully integrated information system into its HRM processes, and this had led to greater productivity and ease of operation in its different chains across the globe (Goulden, 2011). Due to this paradigm shift, Sameni Khoshalhan (2006) note that Human resource processes should be tailored in such a way that they are in harmony with the organization's strategic objectives. Also, this strategy should be focused on creating a strategic IT plan that will eventually translate into an appropriate HRIS strategic plan that would push the organization to greater productivity. Application of HRIS Information system has its footprints in almost every branch of HRM. Examples of some of the major areas where it is being used in human resource include; Electronic employee profile; This is a web application that provides a centralized database where all employee information come be retrieved and archived for future use. Managing of employee profile usually lies with the manager, the employee and the human resource team. Electronic recruitment; This is an online recruitment tool that helps the human resource acquire talents with ease and friendly manner. These web-based tools allow organizations to attract a stronger and diverse pool of applicants. Today many organizations have shifted their focus to the internet to search for candidates to join their team. This is because the internet offers a wide pool to both employers and those looking for jobs due to the existence of many recruiting websites at their disposal (Herman, Shalaby Bundgen, 2010). Electronic learning; E- learning is a powerful tool that has to enable employers to train and empower their employees in the easiest way possible. This tool comes with virtual classrooms, computer-based learning and other learning materials that make learning interactive. One major advantage to E-learning to the organization is that it reduces the cost of training employees considerably. It also increases employee flexibility due to the existence of virtual classroom thus staff can be trained from an offsite location. The tool also offers better tracking and management of staff training (Hedman Henningsson,2011). Conclusion. In summary, HRIS is a modern method of implementing human resource strategies and policies through the use of IT and web-based technology An analysis of the above literature reveals that Human resource information system is not just a tool used my Human resource managers to make their work easier, but this is an advanced business solution that provides futures solutions to todays HRM challenges. This is because of its ability to provide real-time support in the management of all organizational activities and information needed to manage Human Resource in these organizations. It is an efficient and user-friendly tool which makes it accessible to different users within the organization. Also, integration of HRIS is the best way to go for modern companies since it covers all tenets of HRM like administration, personnel, training, education, talent acquisition and career development of employees. References Amy, L. (2010). Improving your organization with the integrity HR audit. Retrieved from:https://www.youtube.com/watch?v=WhWDWgy27M0Enfield J., Myers R. D., Lara M. and Frick T. W. (2011). Innovations diffusion: Assessment of strategies within then diffusion and simulation game. Simulation and gaming, 20 (10), 1-27. Goulden, B. (2011). Managing human capital in the ICT sector in Africa challenges and solutions .Retrieved from:https://pygmaconsulting.com/Managing%20Human%20Capital%203-11%20elec.pdf Hedman J. Henningsson S. (2011). Three strategies for green IT. IT Professionals: IEEEcomputer society, 13(1), 54-57. Herman H., Shalaby B. R., Bundgen R. (2010). The greeing of Business.Frankfurt: Am Main:International GmgH. Kaplan, R. S., Norton, D. P. (2008). Execution premium.Harvard Business PressSameni M. K. Khoshalhan F. . (July 2006). Analysis of Human Resource Development for Information Technology and E-Commerce in Iran. Technology Management for the Global Future (pp. (3) 1186-1202). IEEE: PICMET 2006 (ISBN: 1-890843-14-8) Shiri, S.(2012) Strategic Role of HR Audit in Organizational Effectiveness. Journal ofManagement Public Policy Vol. 3, No. 2, June 2012,pp. 39-45ISSN (Print): 0976-013X ISSN (Online): 0976-0148. Shiri, S.(2012) Effectiveness of Human Resource Information System on HR Functions of theOrganization A Cross Sectional Study. US-China Education Review A 9 (2012) 830-839